System and method for storing documents accessed by multiple users in an on-demand service

ABSTRACT

In accordance with embodiments, there are provided mechanisms and methods for storing documents that are being tracked in an on-demand service. These mechanisms and methods for storing documents in an on-demand service can enable embodiments to provide the sharing of documents and the storing of the documents in association with a tag. The ability of embodiments to provide the sharing of documents and the storing can enable an efficient searching for a shared document. In an embodiment, the shared document is categorized upon being stored.

CROSS REFERENCE TO RELATED APPLICATIONS

The following commonly owned, co-pending United States patents andpatent applications, including the present application, are related toeach other. Each of the other patents/applications are incorporated byreference herein in its entirety:

U.S. patent application Ser. No. 11/825,393 entitled SYSTEM AND METHODFOR TRACKING DOCUMENTS IN AN ON-DEMAND SERVICE, by Timothy Barker etal., filed Jul. 6, 2007;

U.S. patent application Ser. No. 11/880,197 entitled SYSTEM AND METHODFOR STORING DOCUMENTS ACCESSED BY MULTIPLE USERS IN AN ON-DEMANDSERVICE, by Timothy Barker et al., filed Jul. 20, 2007; and

U.S. patent application Ser. No. 11/893,617 entitled METHOD AND SYSTEMFOR PUSHING DATA TO SUBSCRIBERS IN AN ON-DEMAND SERVICE, by TimothyBarker et al., filed Aug. 15, 2007; and

U.S. patent application Ser. No. 11/879,535 entitled SYSTEM AND METHODFOR TRACKING DOCUMENTS IN AN ON-DEMAND SERVICE, by Timothy Barker etal., filed Jul. 17, 2007.

COPYRIGHT NOTICE

A portion of the disclosure of this patent document contains materialwhich is subject to copyright protection. The copyright owner has noobjection to the facsimile reproduction by anyone of the patent documentor the patent disclosure, as it appears in the Patent and TrademarkOffice patent file or records, but otherwise reserves all copyrightrights whatsoever.

FIELD OF THE INVENTION

The current invention relates generally to storing documents in adatabase network system.

BACKGROUND

The subject matter discussed in the background section should not beassumed to be prior art merely as a result of its mention in thebackground section. Similarly, a problem mentioned in the backgroundsection or associated with the subject matter of the background sectionshould not be assumed to have been previously recognized in the priorart. The subject matter in the background section merely representsdifferent approaches, which in and of themselves may also be inventions.

In conventional document management systems, users access theirdocuments stored in one logical storage space. A user of such aconventional system typically retrieves documents from, and storesdocuments on, the system using the user's own systems. A user systemmight remotely access one of a plurality of server systems that might inturn access the document management system. Document retrieval from thesystem might include the issuance of a query from the user system to thedocument management system. The document management system might processsuch a request received in the form of a query and might send to theuser system information about documents stored in the documentmanagement system that are relevant to the request. The ability to sharedocuments among multiple individuals, the ability to provide theretrieval of accurate information relating the shared documents, and theability to deliver this information to the user system are desirablecharacteristics of document management systems in general.

Unfortunately, such conventional approaches suffer from the flaw that,searching only the shared documents for particular topics of interestmay be cumbersome, because the shared documents may be located in manyplaces and because there may be many shared documents. Additionally, aconventional categorization may be inadequate, because the categoriesmay be inappropriate and the categorization decided upon by theclassifier, if the classifier is not as familiar with the document asthe users, may be inaccurate.

Accordingly, it is desirable to provide improved techniques enabling thestoring and searching of a document that is being shared by multipleusers of the document management system.

BRIEF SUMMARY

In accordance with embodiments, there are provided mechanisms andmethods for storing documents accessed in an on-demand system. Thesemechanisms and methods for storing documents in an on-demand service canenable embodiments to provide the capability to locate documentsquickly. The documents that are stored are also shared in a manner suchthat changes to the document are tracked as a safeguard that allows auser to know whether the document that they have in their possession isthe most recent version.

In an embodiment and by way of example, a method for storing documentsthat are shared by a plurality of users on behalf of a plurality oforganizations is provided. One embodiment includes receiving an originaldocument to store on behalf of a first organization and adding a tag tothe document. The tag is created by the user, and does not need to be apredefined category. The user (e.g., the document's author) creates thetag. A copy of the original document may be stored to documentmanagement storage in association with the tag. When the user saves thedocument, the user is presented with a choice of categories under whichto save the document. The location of the document may then be used bythe search engine to prune the search and/or as a search criterion. Thedocument is classified in real time, and any user may find the documentby going through the classification schedule.

In an embodiment, during the storage process the document is categorizedso that the document can be easily located when a search is performed.The original document and the copy of the original document in thedocument management storage may be tracked by a unique identifierassigned to the original document and a corresponding unique identifierassigned to the copy of the original document stored in the documentmanagement storage. The unique identifier assigned to the copy of theoriginal document stored in the document management storage may betracked using a portion of a database limited to information of thefirst organization. Coupling with an on-demand database service enablesone embodiment to provide automatically limiting access to the documentmanagement storage to the first organization and may facilitatesearching for the document. Documents tracked on behalf of otherorganizations may likewise be stored by the same on-demand databaseservice.

In an embodiment, after the user joins the group, documents may bedownloaded from the document management storage into the user's system(e.g., into the user's desktop). In an embodiment, when a user opens oneof the documents that was downloaded from the document managementstorage, a check is performed to determine whether the document openedis the most recent version. This check may be performed in an embodimentby comparing unique identifiers of the two copies of the document (e.g.,the copy residing on the user's desktop and the copy stored by thedocument management system). In an embodiment, if the user's copy of thedocument is not the most recent version, a message may be sent to theuser asking if the user wants to have the user's copy updated. In thisspecification, the terms “up-to-date,” “current,” and “most recentversion” may be used interchangeably to describe various exampleembodiments and not as limitations.

In an embodiment, an identifier includes an identification portion, andalso includes a hashed version of content of the document with which theidentifier is associated. The identification portion may be used toidentify that two documents at least originated from the same document,but possibly are different versions of the same document. The hashedcontent may be used to check whether there has been a change in content.

In an embodiment, initially a version number is checked. As a morethorough check, a hash value, such as a checksum, is checked to see ifthe two document contents are the same. An embodiment automaticallychecks version numbers to see if the user has the most recent document(as long as the user has network access or another connection to theserver-side system for performing the check) without requiring the userconsciously logging onto the site and without necessarily opening anybrowsers. In an embodiment, the identifier is the version number.

While the present invention is described with reference to an embodimentin which techniques for tracking documents in an on-demand service areimplemented in a system having an application server providing a frontend for an on-demand database service capable of supporting multipletenants, the present invention is not limited to multi-tenant databasesnor deployment on application servers. Embodiments may be practicedusing other database architectures, i.e., ORACLE®, DB2® by IBM and thelike without departing from the scope of the embodiments claimed.

Any of the above embodiments may be used alone or together with oneanother in any combination. Inventions encompassed within thisspecification may also include embodiments that are only partiallymentioned or alluded to or are not mentioned or alluded to at all inthis brief summary or in the abstract. Although various embodiments ofthe invention may have been motivated by various deficiencies with theprior art, which may be discussed or alluded to in one or more places inthe specification, the embodiments of the invention do not necessarilyaddress any of these deficiencies. In other words, different embodimentsof the invention may address different deficiencies that may bediscussed in the specification. Some embodiments may only partiallyaddress some deficiencies or just one deficiency that may be discussedin the specification, and some embodiments may not address any of thesedeficiencies.

BRIEF DESCRIPTION OF THE DRAWINGS

In the following drawings like reference numbers are used to refer tolike elements. Although the following figures depict various examples ofthe invention, the invention is not limited to the examples depicted inthe figures.

FIG. 1 illustrates a block diagram of an example of an environment inwhich an on-demand document management system and database service mightbe used;

FIG. 2 illustrates a block diagram of an embodiment of elements of FIG.1 and various possible interconnections between these elements;

FIG. 3 shows a block diagram of an embodiment of a system including adocument management system;

FIG. 4 shows a block diagram of the content stored in memory system ofthe memory management system;

FIG. 5 shows a block diagram of an embodiment of an ID;

FIG. 6 shows a flowchart of an embodiment of a client-side method ofuploading a document;

FIG. 7 shows a flowchart of an embodiment of a server-side method ofuploading a document;

FIG. 8 shows a flowchart of an embodiment of a client-side method ofsearching for a document;

FIG. 9 shows a flowchart of an embodiment of a server-side method ofsearching for a document;

FIG. 10 shows a screenshot of a homepage of a website for sharingdocuments;

FIG. 11 shows a screenshot of an example of a search page of a websitefor sharing documents;

FIG. 12 shows a screenshot of an example of an upload page of a websitefor sharing documents;

FIG. 13 shows a screenshot of an example of a settings page of a websitefor sharing documents;

FIG. 14 shows a screenshot of an example of a document page of a websitefor sharing documents;

FIG. 15 illustrates a flowchart of an embodiment of a method of usingthe environment of FIG. 1; and

FIG. 16 illustrates a flowchart of a method of making the environment ofFIG. 1.

DETAILED DESCRIPTION

Systems and methods are provided for storing documents in an on-demandservice. One method embodiment includes receiving an original documentto store on behalf of a first organization. The document is stored indocument management storage in association with a tag. The tag iscreated by the user, and does not need to be a predefined category.Consequently, the tag may more accurately categorize the document than apredefined category. The user (e.g., the document's author) creates thetag and categorizes the document. Consequently, there is no need for anadministrator that may be less familiar with the contents of thedocument to categorize the document.

The document management storage may be referred to as a “centraldepository” in some embodiments. In an embodiment, a single “mastercopy” of each document is stored in the document management storage.Storing the document with a tag enables searching and locating thedocument in a manner that is more efficient than were the tag not used.In an embodiment, the document is classified when the document isinitially stored, which further facilitates locating the document. Whenthe user saves the document, the user may be presented with a choice ofcategories under which to save the document. The location, category, andor tag of the document may then be used by the search engine to prunethe search and/or as a search criterion. The document is classified inreal time, and any user may find the document by going through theclassification schedule.

Enforcing the “master copy” paradigm enables embodiments to ensure thatdocument versioning is maintained across many different users accessingthe document management storage service using any number of differentcomputers. An identifier (ID) is associated with the document when thedocument is uploaded to the document management storage. In anembodiment, the identifier is embedded into the document. Alternatively,the identifier may be associated with the name or the file identifier ofa document using a look up table or other technique. Yet further, theidentifier may be in-part determined from characteristics of thedocument, such as the name, date of creation, size or the like. In anembodiment, each ID is unique system wide and/or across all tenants. Inan embodiment, the identifier may be updated each time the document isedited, so by comparing identifiers a determination may be made as towhether two copies of the same document have differences in theirrespective contents. In an embodiment, when a member (e.g., a user) isadded to a group that has access to the document management storage, anapplication is downloaded onto the user system for tracking documentsdownloaded from the document management storage and/or for updatingdocuments downloaded to the user system. A tenant is an entity (aperson, organization, group of people or other entity) that has anaccount on the multi-tenant system. The group is a group of people orother entities that have access to the document management storage. Themembers of a group may be a subset of the members of a tenant, mayinclude multiple tenants, or may include multiple of subsets ofdifferent tenants. The documents that are managed and tracked by thedocument management system may be stored in the document managementstorage.

In an embodiment, after a user joins a group, documents may bedownloaded from the document management storage into the user's system(e.g., to a storage medium on the user's system). In an embodiment, eachtime the user opens one of the documents that was downloaded from thedocument management storage, the application checks whether the documentopened is the most recent version. The application may perform the checkby comparing the IDs of the two copies of the document. In anembodiment, if the user's copy of the document is not the most recentversion, a message may be sent to the user asking if the user wants tohave the user's copy updated. Conventional approaches frequently try toaddress the sharing of documents using a system of locks, so that when afirst user obtains control of the document, all other users are blockedfrom accessing the document until the first user releases the document(and frees up the lock). Unfortunately, such conventional approachessuffer from the flaw that subsequent users cannot work on the documentonce the first user has obtained control of it. Thus, these conventionalapproaches cannot be made to scale to a large number of users thatdesire to access a document. In contrast, in an embodiment of thecurrent system locks are not used.

In an embodiment, the ID includes an identification portion, and ahashed version of content of the document. The identification portionidentifies that two documents at least originated from the samedocument, but possibly are different versions of the same originaldocument. The hashed content may be used to check whether there has beena change in content. An application automatically checks the versionnumbers to see if the user has the most recent document (as long as theuser has network access or another connection to the server-side systemfor performing the check) without requiring the user consciously loggingonto the site and without necessarily opening any browsers.

In an embodiment, initially a version number is checked. In alternativeembodiments, a hash value, such as a checksum, may be checked to see ifthe two document contents are the same.

As used herein, the term multi-tenant database system refers to thosesystems in which various elements of hardware and software of thedatabase system may be shared by one or more customers. For example, agiven application server may simultaneously process requests for a greatnumber of customers, and a given database table may store rows for apotentially much greater number of customers. As used herein, the termquery plan refers to a set of steps used to access information in adatabase system.

Next, mechanisms and methods for providing for the searching ofdocuments in an on-demand service will be described with reference toexample embodiments.

System Overview

FIG. 1 illustrates a block diagram of an environment 10 wherein anon-demand document management system and database service might be used.Environment 10 may include user systems 12, network 14, system 16,processor system 17, application platform 18, network interface 20,tenant data storage 22, system data storage 24, program code 26, processspace 28, document management system 301, and document managementstorage 302. In other embodiments, environment 10 may not have all ofthe components listed and/or may have other elements instead of, or inaddition to, those listed above.

Environment 10 is an environment in which an on-demand database servicecoupled with a document management system exists. User system 12 may beany machine or system that is used by a user to access a database usersystem. For example, any of user systems 12 can be a handheld computingdevice, a mobile phone, a laptop computer, a workstation, and/or anetwork of computing devices. As illustrated in FIG. 1 (and in moredetail in FIGS. 2 and 3) user systems 12 might interact via a network 14with an on-demand database service, which is system 16, coupled with adocument management system 301 and document management storage 302.

An on-demand database service, such as system 16, is a pre-establisheddatabase system that is made available to outside users that do not needto necessarily be concerned with building and/or maintaining thedatabase system, but instead may be available for their use when theusers need the database system (e.g., on the demand of the users). Someon-demand database services may store information from one or moretenants into tables of a common database image to form a multi-tenantdatabase system (MTS). Accordingly, “on-demand database service 16” and“system 16” will be used interchangeably herein. A database image mayinclude one or more database objects. A relational database managementsystem (RDMS) or the equivalent may execute storage and retrieval ofinformation against the database object(s). Application platform 18 maybe a framework that allows the applications of system 16 to run, such asthe hardware and/or software, e.g., the operating system. In anembodiment, on-demand database service 16 may include an applicationplatform 18 that enables creation, managing and executing one or moreapplications developed by the provider of the on-demand databaseservice, users accessing the on-demand database service via user systems12, or third party application developers accessing the on-demanddatabase service via user systems 12.

The users of user systems 12 may differ in their respective capacities,and the capacity of a particular user system 12 might be entirelydetermined by permissions (permission levels) for the current user. Forexample, where a salesperson is using a particular user system 12 tointeract with system 16, that user system has the capacities allotted tothat salesperson. However, while an administrator is using that usersystem to interact with system 16, that user system has the capacitiesallotted to that administrator. In an embodiment, a hierarchical rolebased model is not used. However, in systems with a hierarchical rolemodel, users at one permission level may have access to applications,data, and database information accessible by a lower permission leveluser, but may not have access to certain applications, databaseinformation, and data accessible by a user at a higher permission level.Thus, different users will have different capabilities with regard toaccessing and modifying application and database information, dependingon a user's security or permission level.

Network 14 is any network or combination of networks of devices thatcommunicate with one another. For example, network 14 can be any one orany combination of a LAN (local area network), WAN (wide area network),telephone network, wireless network, point-to-point network, starnetwork, token ring network, hub network, or other appropriateconfiguration. As the most common type of computer network in currentuse is a TCP/IP (Transfer Control Protocol and Internet Protocol)network, such as the global internetwork of networks often referred toas the “Internet” with a capital “I,” that network will be used in manyof the examples herein. However, it should be understood that thenetworks that the present invention might use are not so limited,although TCP/IP is a frequently implemented protocol.

User systems 12 might communicate with system 16 using TCP/IP and, at ahigher network level, use other common Internet protocols tocommunicate, such as HTTP, FTP, AFS, WAP, etc. In an example where HTTPis used, user system 12 might include an HTTP client commonly referredto as a “browser” for sending and receiving HTTP messages to and from anHTTP server at system 16. Such an HTTP server might be implemented asthe sole network interface between system 16 and network 14, but othertechniques might be used as well or instead. In some implementations,the interface between system 16 and network 14 includes load sharingfunctionality, such as round-robin HTTP request distributors to balanceloads and distribute incoming HTTP requests evenly over a plurality ofservers. At least as for the users that are accessing that server, eachof the plurality of servers has access to the MTS' data; however, otheralternative configurations may be used instead.

In one embodiment, system 16, shown in FIG. 1, implements a web-basedcustomer relationship management (CRM) system. For example, in oneembodiment, system 16 includes application servers configured toimplement and execute CRM software applications as well as providerelated data, code, forms, webpages and other information to and fromuser systems 12 and to store to, and retrieve from, a database systemrelated data, objects, and Webpage content. With a multi-tenant system,data for multiple tenants may be stored in the same physical databaseobject, however, tenant data typically is arranged so that data of onetenant is kept logically separate from that of other tenants so that onetenant does not have access to another tenant's data, unless such datais expressly shared. In certain embodiments, system 16 implementsapplications other than, or in addition to, a CRM application. Forexample, system 16 may provide tenant access to multiple hosted(standard and custom) applications, including a CRM application. User(or third party developer) applications, which may or may not includeCRM, may be supported by the application platform 18, which managescreation, storage of the applications into one or more database objectsand executing of the applications in a virtual machine in the processspace of the system 16.

One arrangement for elements of system 16 is shown in FIG. 1, includinga network interface 20, application platform 18, tenant data storage 22for tenant data 23, system data storage 24 for system data 25 accessibleto system 16 and possibly multiple tenants, program code 26 forimplementing various functions of system 16, and a process space 28 forexecuting MTS system processes and tenant-specific processes, such asrunning applications as part of an application hosting service.Additional processes that may execute on system 16 include databaseindexing processes. System 16 may include document management system301, which may include document management storage 302 supportingstorage and retrieval of documents on behalf of tenants whose data ismanaged and housed by system 16.

Several elements in the system shown in FIG. 1 include conventional,well-known elements that are explained only briefly here. For example,each user system 12 could include a desktop personal computer,workstation, laptop, PDA, cell phone, or any wireless access protocol(WAP) enabled device or any other computing device capable ofinterfacing directly or indirectly to the Internet or other networkconnection. User system 12 typically runs an HTTP client, e.g., abrowsing program, such as Microsoft's Internet Explorer browser,Netscape's Navigator browser, Opera's browser, or a WAP-enabled browserin the case of a cell phone, PDA or other wireless device, or the like,allowing a user (e.g., subscriber of the multi-tenant database system)of user system 12 to access, process and view information, pages andapplications available to it from system 16 over network 14. Each usersystem 12 also typically includes one or more user interface devices,such as a keyboard, a mouse, trackball, touch pad, touch screen, pen orthe like, for interacting with a graphical user interface (GUI) providedby the browser on a display (e.g., a monitor screen, LCD display, etc.)in conjunction with pages, forms, applications and other informationprovided by system 16 or other systems or servers. For example, the userinterface device can be used to access data and applications hosted bysystem 16, and to perform searches on stored data, and otherwise allow auser to interact with various GUI pages that may be presented to a user.As discussed above, embodiments are suitable for use with the Internet,which refers to a specific global internetwork of networks. However, itshould be understood that other networks can be used instead of theInternet, such as an intranet, an extranet, a virtual private network(VPN), a non-TCP/IP based network, any LAN or WAN or the like.

According to one embodiment, each user system 12 and all of itscomponents are operator configurable using applications, such as abrowser, including computer code run using a central processing unitsuch as an Intel Pentium® processor or the like. Similarly, system 16(and additional instances of an MTS, where more than one is present) andall of their components might be operator configurable usingapplication(s) including computer code to run using a central processingunit such as processor system 17, which may include an Intel Pentium®processor or the like, and/or multiple processor units. A computerprogram product embodiment includes a machine-readable storage medium(media) having instructions stored thereon/in which can be used toprogram a computer to perform any of the processes of the embodimentsdescribed herein. Computer code for operating and configuring system 16to intercommunicate and to process webpages, applications and other dataand media content as described herein are preferably downloaded andstored on a hard disk, but the entire program code, or portions thereof,may also be stored in any other volatile or non-volatile memory mediumor device as is well known, such as a ROM or RAM, or provided on anymedia capable of storing program code, such as any type of rotatingmedia including floppy disks, optical discs, digital versatile disk(DVD), compact disk (CD), microdrive, and magneto-optical disks, andmagnetic or optical cards, nanosystems (including molecular memory ICs),or any type of media or device suitable for storing instructions and/ordata. Additionally, the entire program code, or portions thereof, may betransmitted and downloaded from a software source over a transmissionmedium, e.g., over the Internet, or from another server, as is wellknown, or transmitted over any other conventional network connection asis well known (e.g., extranet, VPN, LAN, etc.) using any communicationmedium and protocols (e.g., TCP/IP, HTTP, HTTPS, Ethernet, etc.) as arewell known. It will also be appreciated that computer code forimplementing embodiments of the present invention can be implemented inany programming language that can be executed on a client system and/orserver or server system such as, for example, C, C++, HTML, any othermarkup language, Java™, JavaScript, ActiveX, any other scriptinglanguage, such as VBScript, and many other programming languages as arewell known may be used. (Java™ is a trademark of Sun Microsystems,Inc.).

According to one embodiment, each system 16 is configured to providewebpages, forms, applications, data and media content to user (client)systems 12 to support the access by user systems 12 as tenants of system16. As such, system 16 provides security mechanisms to keep eachtenant's data separate unless the data is shared. If more than one MTSis used, they may be located in close proximity to one another (e.g., ina server farm located in a single building or campus), or they may bedistributed at locations remote from one another (e.g., one or moreservers located in city A and one or more servers located in city B). Asused herein, each MTS could include one or more logically and/orphysically connected servers distributed locally or across one or moregeographic locations. Additionally, the term “server” is meant toinclude a computer system, including processing hardware and processspace(s), and an associated storage system and database application(e.g., OODBMS or RDBMS) as is well known in the art. It should also beunderstood that “server system” and “server” are often usedinterchangeably herein. Similarly, the database object described hereincan be implemented as single databases, a distributed database, acollection of distributed databases, a database with redundant online oroffline backups or other redundancies, etc., and might include adistributed database or storage network and associated processingintelligence.

FIG. 2 and FIG. 3 also illustrate portions of environment 10. However,in FIGS. 2-3 elements of system 16 and various interconnections in anembodiment are further illustrated. FIG. 2 shows that user system 12 mayinclude processor system 12A, memory system 12B, input system 12C, andoutput system 12D. FIG. 2 shows network 14 and system 16. FIG. 2 alsoshows that system 16 may include tenant data storage 22, tenant data 23,system data storage 24, system data 25, User Interface (UI) 30,Application Program Interface (API) 32, PL/SOQL 34, save routines 36,application setup mechanism 38, applications servers 100 ₁-100 _(N),system process space 102, tenant process spaces 104, tenant managementprocess space 110, tenant storage area 112 (which may also be referredto as “tenant storage space”), user storage 114 (which may also bereferred to as “user data”), and application metadata 116. In otherembodiments, environment 10 may not have the same elements as thoselisted above and/or may have other elements instead of, or in additionto, those listed above.

User system 12, network 14, system 16, tenant data storage 22, andsystem data storage 24 were discussed above in FIG. 1. Regarding usersystem 12, processor system 12A may be any combination of one or moreprocessors. Memory system 12B may be any combination of one or morememory devices, short term, and/or long term memory. Input system 12Cmay be any combination of input devices, such as one or more keyboards,mice, trackballs, scanners, cameras, and/or interfaces to networks.Output system 12D may be any combination of output devices, such as oneor more monitors, printers, and/or interfaces to networks. As shown byFIG. 2, system 16 may include a network interface 20 (of FIG. 1)implemented as a set of HTTP application servers 100, an applicationplatform 18, tenant data storage 22, and system data storage 24. Alsoshown is system process space 102, including individual tenant processspaces 104 and a tenant management process space 110. Each applicationserver 100 may be configured to tenant data storage 22 and the tenantdata 23 therein, and system data storage 24 and the system data 25therein to serve requests of user systems 12. The tenant data 23 mightbe divided into individual tenant storage areas 112, which can be eithera physical arrangement and/or a logical arrangement of data. Within eachtenant storage area 112, user storage 114 and application metadata 116might be similarly allocated for each user. For example, a copy of auser's most recently used (MRU) items might be stored to user storage114. Similarly, a copy of MRU items for an entire organization that is atenant might be stored to tenant storage area 112. A UI 30 provides auser interface and an API 32 provides an application programmerinterface to system 16 resident processes to users and/or developers atuser systems 12. The tenant data and the system data may be stored invarious databases, such as one or more Oracle™ databases.

Application platform 18 includes an application setup mechanism 38 thatsupports application developers' creation and management ofapplications, which may be saved as metadata into tenant data storage 22by save routines 36 for execution by subscribers of one or more tenantprocess spaces 104 managed by tenant management process 110 for example.Invocations to such applications may be coded using PL/SOQL 34 thatprovides a programming language style interface extension to API 32. Adetailed description of some PL/SOQL language embodiments is discussedin commonly owned co-pending U.S. Provisional Patent Application60/828,192 entitled, PROGRAMMING LANGUAGE SYSTEM AND METHOD FOREXTENDING APIS TO EXECUTE IN CONJUNCTION WITH DATABASE APIS, by CraigWeissman, filed Oct. 4, 2006, which is incorporated in its entiretyherein for all purposes. Invocations to applications may be detected byone or more system processes, which manage retrieving applicationmetadata 116 for the subscriber making the invocation and executing themetadata as an application in a virtual machine.

Each application server 100 may be communicably coupled to databasesystems, e.g., having access to system data 25 and tenant data 23, via adifferent network connection. For example, one application server 100 ₁might be coupled via the network 14 (e.g., the Internet), anotherapplication server 100 _(N-1) might be coupled via a direct networklink, and another application server 100 _(N) might be coupled by yet adifferent network connection. Transfer Control Protocol and InternetProtocol (TCP/IP) are typical protocols for communicating betweenapplication servers 100 and the database system. However, it will beapparent to one skilled in the art that other transport protocols may beused to optimize the system depending on the network interconnect used.

In certain embodiments, each application server 100 is configured tohandle requests for any user associated with any organization that is atenant. Because it is desirable to be able to add and remove applicationservers from the server pool at any time for any reason, there ispreferably no server affinity for a user and/or organization to aspecific application server 100. In one embodiment, therefore, aninterface system implementing a load balancing function (e.g., an F5Big-IP load balancer) is communicably coupled between the applicationservers 100 and the user systems 12 to distribute requests to theapplication servers 100. In one embodiment, the load balancer uses aleast connections algorithm to route user requests to the applicationservers 100. Other examples of load balancing algorithms, such as roundrobin and observed response time, also can be used. For example, incertain embodiments, three consecutive requests from the same user couldhit three different application servers 100, and three requests fromdifferent users could hit the same application server 100. In thismanner, system 16 is multi-tenant, wherein system 16 handles storage of,and access to, different objects, data and applications across disparateusers and organizations.

As an example of storage, one tenant might be a company that employs asales force where each salesperson uses system 16 to manage their salesprocess. Thus, a user might maintain contact data, leads data, customerfollow-up data, performance data, goals and progress data, etc., allapplicable to that user's personal sales process (e.g., in tenant datastorage 22). In an example of a MTS arrangement, since all of the dataand the applications to access, view, modify, report, transmit,calculate, etc., can be maintained and accessed by a user system havingnothing more than network access, the user can manage his or her salesefforts and cycles from any of many different user systems. For example,if a salesperson is visiting a customer and the customer has Internetaccess in their lobby, the salesperson can obtain critical updates as tothat customer while waiting for the customer to arrive in the lobby.

While each user's data might be separate from other users' dataregardless of the employers of each user, some data might beorganization-wide data shared or accessible by a plurality of users orall of the users for a given organization that is a tenant. Thus, theremight be some data structures managed by system 16 that are allocated atthe tenant level while other data structures might be managed at theuser level. Because a MTS might support multiple tenants includingpossible competitors, the MTS should have security protocols that keepdata, applications, and application use separate. Also, because manytenants may opt for access to a MTS rather than maintain their ownsystem, redundancy, up-time, and backup are additional functions thatmay be implemented in the MTS. In addition to user-specific data andtenant-specific data, system 16 might also maintain system level datausable by multiple tenants or other data. Such system level data mightinclude industry reports, news, postings, and the like that are sharableamong tenants.

In certain embodiments, user systems 12 (which may be client systems)communicate with application servers 100 to request and updatesystem-level and tenant-level data from system 16 that may requiresending one or more queries to tenant data storage 22 and/or system datastorage 24. System 16 (e.g., an application server 100 in system 16)automatically generates one or more SQL statements (e.g., one or moreSQL queries) that are designed to access the desired information. Systemdata storage 24 may generate query plans to access the requested datafrom the database.

Each database can generally be viewed as a collection of objects, suchas a set of logical tables, containing data fitted into predefinedcategories. A “table” is one representation of a data object, and may beused herein to simplify the conceptual description of objects and customobjects according to the present invention. It should be understood that“table” and “object” may be used interchangeably herein. Each tablegenerally contains one or more data categories logically arranged ascolumns or fields in a viewable schema. Each row or record of a tablecontains an instance of data for each category defined by the fields.For example, a CRM database may include a table that describes acustomer with fields for basic contact information such as name,address, phone number, fax number, etc. Another table might describe apurchase order, including fields for information such as customer,product, sale price, date, etc. In some multi-tenant database systems,standard entity tables might be provided for use by all tenants. For CRMdatabase applications, such standard entities might include tables forAccount, Contact, Lead, and Opportunity data, each containingpre-defined fields. It should be understood that the word “entity” mayalso be used interchangeably herein with “object” and “table”.

In some multi-tenant database systems, tenants may be allowed to createand store custom objects, or they may be allowed to customize standardentities or objects, for example by creating custom fields for standardobjects, including custom index fields. U.S. patent application Ser. No.10/817,161, filed Apr. 2, 2004, entitled “Custom Entities and Fields ina Multi-Tenant Database System”, and which is hereby incorporated hereinby reference, teaches systems and methods for creating custom objects aswell as customizing standard objects in a multi-tenant database system.In certain embodiments, for example, all custom entity data rows arestored in a single multi-tenant physical table, which may containmultiple logical tables per organization. It is transparent to customersthat their multiple “tables” are in fact stored in one large table orthat their data may be stored in the same table as the data of othercustomers.

The following detailed description will first describe the server-sidesystem for tracking documents. Then the client-side system for trackingdocuments is described. Next an ID associated with the documents will bedescribed. Then a server-side method of tracking documents will bedescribed. Afterwards a client side method of tracking documents will bedescribed.

Server-Side Tracker

FIG. 3 shows a block diagram of an embodiment of system 300. System 300may include document management system 301, which may include documentmanagement storage 302 having documents 304 a-n with tags 305 a-n andIDs 306 a-n. Document management system 301 may also include server-sidetracker 307, which in turn may include ID manager 308 and server-sideupdater 310. Server-side updater 310 may include compare 312,server-side communications 314, and database communications 316. System300 may also include network 14 and network devices 318 a-m. Documents304 a-n may also include or be associated with search fields 320 a-nwhich may include authors 322 a-n and categories 324 a-n. In otherembodiments, system 300 may not have all of the elements listed and/ormay have other elements instead of or in addition to those listed.

Network 14 was discussed in conjunction with FIGS. 1 and 2. System 300may be an embodiment of environment 10. Although in this specification,document management system 301 is described as performing variousactions, it should be understood that this is a short hand for statingthat the action associated with or performed by document managementsystem 301 is performed via system 16. Document management system 301may manage and track documents that are shared by a group of users.Document management storage 302 is a location for storing documents towhich multiple people need access. Storing the documents in documentmanagement storage 302 may facilitate ensuring that there is only onemaster version of the latest, published version of a document and thatmultiple versions of the document with very different content are notcreated. Also, document management storage 302 may store historicalversions of the document, so that the historical versions are availablefor access if needed. Additionally, storing the documents in documentmanagement storage 302 facilitates providing access to those that needaccess to the document. In an embodiment, document management storage302 may be tenant data 114 or a location within tenant data 114.

Documents 304 a-n are the documents stored in document managementstorage 302. Documents 304 a-n may be user created documents, such asarticles or sales materials.

Tags 305 a-n are tags that are associated with or added to documents 304a-n, respectively. Tags 305 a-n may be used for limiting the documentsthat need to be searched. Tags 305 a-n may be keywords or phrases thatone interested in finding documents 304 a-n is likely to associate withdocuments 304 a-n. Tags 305 a-n tag documents 304 a-n, respectively.Tags 305 a-n are added by the user upon uploading and/or publishingdocuments 304 a-n, respectively, and may be used as search parameters.The values of tags 305 a-n may be used as values of keys in a database.Using tags 305 a-n may reduce the number of documents that need to besearched, because only documents having the tag values of interest needto be searched.

IDs 306 a-n may uniquely identify each of documents 304 a-n and/or eachversion of each of documents 304 a-n. Optionally, documents 304 a-n mayinclude multiple versions of one or more of documents 304 a-n inaddition to the most recent version of the documents. IDs 306 a-n mayinclude a hashed version of the documents 304 a-n, which may be or mayinclude a checksum of all of the contents of the documents 304 a-n,respectively. Including a checksum of each document's contents in thedocument's ID allows a determination of whether the content of thedocument has changed. If the checksum of the ID has not changed, it isunlikely that the content of the document has changed. In an embodiment,the checksum is computed using Message Digest algorithm 5 (MD5), whichcomputes a hash value that has a 128 bits. IDs 306 a-n may include aversion number, which may be used as a quick check as to whether thecontent of the document was changed. If the version number has changed,it is likely that content of the document has also changed. IDs 306 a-nmay be included within the metadata of, or otherwise embedded withindocuments 304 a-n. In an embodiment, IDs 306 a-n may be used as pointersto locations in a database where information about the document isstored. Server-Side Tracker 307 may track and update documents 304 a-n.ID manager 308 creates IDs 306 a-n and updates IDs 306 a-n when there isa change to documents 304 a-n.

Server-side updater 310 communicates with an application on one ofnetwork devices 318 a-m. Server-side updater 310 receives requests todetermine whether the user's version of a document is the mostup-to-date version. Server-side updater 310 sends updates of documentsto the user.

Compare 312 performs the comparison of an ID received from a user system12 (FIG. 1) to one of IDs 306 a-n to determine whether the user's copyof the corresponding one of documents 304 a-n is the most recent. In anembodiment, a checksum may be performed to see if the document haschanged. So that the value of the checksum embedded into the documentdoes not affect a subsequent checksum of the document, before a checksumof the document is computed for the first time the identifier000000000000 is embedded into the document, and the checksum is computedwith this identifier present. Then this identifier is updated with theactual checksum of the document. When it is desired to recalculate thechecksum to determine whether this document is the same as another, thisdocument is temporarily updated by setting the checksum to all zeros.The checksum is then calculated with the temporary identifier. After thenew checksum is computed, the new checksum is inserted into the documentas the identifier. If the checksums are the same, then the two documentsare the same. In other words, to prevent the value of the checksum fromaffecting the value of a new computation of the checksum, the currentvalue of the checksum is temporarily removed, and the check sum iscomputed while the document contains all zeros for the checksum. Thetemporary value for the identifier does not need to be all zeros. Thetemporary value can be any value as long as the same value is used eachtime the checksum is created.

Server-side communications 314 handles communications with user systems12. Server-side communications 314 may be an interface betweenserver-side tracker 307 and network interface 20 and/or applicationservers 100 ₁-100 _(N) (FIG. 2). Optionally, server-side communications314 may also send a client-side tracker and installation software forinstalling the client-side tracker to the new users (e.g., one ofnetwork devices).

Database communications 316 handles communications with tenant storage22 (FIG. 2.) Database communications 316 may be an interface betweenserver-side tracker and a database server for tenant storage 22.

Network devices 318 a-m may be embodiments of user systems 12 (FIGS. 1and 2). The icons used for network devices 318 a-m are suggestive ofmany different types of network devices (e.g., network appliances), suchas laptops, PCs, mobile phones, and PDAs.

Search fields 320 a-n are fields that may be included in the documentthat may be searched separately from the rest of the document (e.g.,without searching the rest of the document). Authors 322 a-n are oneexample of search fields 320 a-n that may be included in the document.Authors 322 a-n are names of people that are listed as the authors ofthe documents 304 a-n. Categories 324 a-n are another example of searchfields 320 a-n. Categories 324 a-n are categories into which documents304 a-n may be classified. Each of documents 304 a-n may have one ormore tags, one or more authors, and one or more categories. Documents304 a-n may have other search fields in addition to or instead ofauthors 322 a-n and categories 324 a-n.

Client-Side Tracker

FIG. 4 shows a block diagram of the content stored in memory system 400.Memory system 400 may include operating system 402, network client 404,document 406, ID 408, and client-side tracker 410 having documenttracker 412, client-side communications 414, document tracker 416, andupdate instructions 418. In other embodiments, memory 400 may not haveall of the elements listed and/or may have other elements instead of orin addition to those listed.

Memory system 400 may be an embodiment of memory system 12B (FIG. 2),which was discussed above. Operating system 402 may include a set of oneor more programs that manage the hardware and software resources of theone of network devices 318 a-m within which memory system 400 isincorporated, by (for example) allocating and managing tasks andinternal system resources as a service to users and programs of thesystem based on input from the user or from that network device.

Network client 404 is an interface for communicating with other systemsvia network 14. Network client 404 may use any of a variety of differentprotocols, such as HTTP, FTP, AFS, or WAP. In an embodiment networkclient 404 is a browser.

Document 406 may be a copy of a version of one of documents 304 a-n(FIG. 3) that was downloaded from document management system 301. ID 408may be a copy of a version of the one of IDs 306 a-n (FIG. 3) thatcorresponds to the one of documents 304 a-n of which document 406 is acopy. ID 408 may have a value that is, or corresponds to, the value thatthe corresponding one of IDs 306 a-n had at the time that the userdownloaded or last updated document 406.

Client-side tracker 410 is an application that may update (e.g.,synchronize) document 406 to agree with the corresponding one ofdocuments 304 a-n (FIG. 3) and may track the opening of document 406.Client-side tracker 410 may be downloaded from document managementsystem 301 (FIG. 3) upon the user joining an organization associatedwith tenant space 112 and/or upon downloading document 406. Client sidetracker 410 may participate in downloading document 406 and may storethe locations in memory system 400 where document 406 is stored.Optionally, client-side tracker 410 may track changes in where document406 is stored. Client-side tracker 410 may monitor the user's system(which is one of network devices 318 a-m) for when document 406 isopened, and then client side tracker 410 may send communications todocument management system 301 to determine whether document 406 isup-to-date and/or whether the user desires updating document 406.

Client-side communications 414 handles communications with server-sidecommunications 314. Client-side communications 414 sends a request todetermine whether document 406 is up-to-date by at least sending ID 408to document management system 301. Document tracker 416 the portion ofcode of client-side tracker 410 that tracks the location of the document406 and monitors the user's system to determine whether document 406 wasopened Document tracker 416 may monitor whether documents that weredownloaded are open (or are being opened). Document tracker 416 may, atthe file-system level, hook into disk level activity to determine whenfiles are opened, by monitoring areas of memory associated with document406. In another embodiment, a module may be integrated into theauthoring application (such as Microsoft Word) that reads files beingopened to determine whether the document being opened was downloadedfrom document management system 301. Update instructions 418 areinstructions for updating document 406. Update instructions 418 maycause the overwriting of an old version of document 406 with a newversion of document 406.

An ID

FIG. 5 shows a block diagram of an embodiment of ID 500. ID 500 mayinclude identification portion 501, version number 502 and hash value504. In other embodiments, ID 500 may not have all of the elementslisted and/or may have other elements instead of or in addition to thoselisted.

ID 500 is an embodiment of one of IDs 306 a-n. Identification portion501 identifies the document so that two versions of the same documentmay be associated within one another as two versions of the samedocument. In an embodiment, identification portion 501 may be used as akey for locating the document in tenant storage 22. Version number 502is a value assigned to a current version of one of documents 306 a-n.Each time one of documents 306 a-n is updated version number 502 ischanged. Hash value 504 is the output of a hash function applied to oneof documents 306 a-n. Hash value 504 may be a checksum of the entiredocument. Each time one of documents 306 a-n is updated its hash valueis recalculated. Changes in hash value 504 are indicative of changes inthe content of the corresponding one of documents 306 a-n.

Client-Side Method of Uploading Document

FIG. 6 shows a flowchart of an embodiment of a client-side method 600 ofuploading a document. In step 601, user system 12 sends a request tostart a process for uploading a document. For example, user system 12may send a request to view a page that initiates a process for uploadinga document. In step 602, user system 12 receives a field for entering alocation of a document on user system 12. In step 604, user system 12uploads an entry for the field to document management system 301. Instep 606, document management system 301 sends a request to upload thefile identified by steps 602 and 604. In step 608, a field is receivedby system 12 for entering a tag. In step 610, an entry for the tag issent to document management system 301. In step 612, a field is receivedby user system 12 for entering a classification. In step 614, an entryfor the classification is sent to document management system 301. Instep 616, one or more fields are received by user system 12 for enteringdata for one or more search fields and/or settings. In step 618, entriesfor the one or more search fields and/or settings are sent to documentmanagement system 301. In an embodiment, each of the steps of method 600is a distinct step. In another embodiment, although depicted as distinctsteps in FIG. 6, steps 602-618 may not be distinct steps. In otherembodiments, method 600 may not have all of the above steps and/or mayhave other steps in addition to or instead of those listed above. Thesteps of method 600 may be performed in another order. Subsets of thesteps listed above as part of method 600 may be used to form their ownmethod.

Server-Side Method of Uploading Document

FIG. 7 shows a flowchart of an embodiment of a server-side method 700 ofuploading a document. In step 701, document management system 301receives a request to start a process for uploading a document. Forexample, user system 12 may send a request to view a web page thatinitiates a process for uploading a document. In step 702, documentmanagement system 301 sends a field for entering a location of adocument on user system 12. In step 704 document management system 301uploads an entry for the field to document management system 301. Instep 706, document management system 301 receives a request to uploadthe file identified by step 702 and 704. Also, in step 706, in responseto the request the file that was requested to be uploaded is uploaded.In step 708, a field is sent by user system 12 for entering a tag. Instep 710, an entry for the tag is received at document management system301. In step 712, a field is sent by user system 12 for entering aclassification. In step 714, an entry for the classification is sent todocument management system 301. In step 716, one or more other fieldsare sent by document management system 301 for entering data for one ormore other search fields and/or settings. In step 718, entries for theone or more search fields are received at document management system301. In step 720, the tag, the categories, and the search fields areassociated with the document. Step 720 may include adding the tag, thecategory information, and/or the search field information to thedocument and/or storing the tag, the categories, and/or the searchinformation in a database as entries for keys that are associated withdocument. In step 722, the document uploaded is stored within documentmanagement system 301. Step 722 may include setting the path of documentto include a resource that is shared by a group of users that includes agroup of users to which the user associated with user system 12 is amember. Steps 720 and 722 may part of the same step. For example, thestoring of the tag, the categories, and/or the search information in adatabase as entries for keys that are associated with document may bepart of the storing process of step 722. In an embodiment, each of thesteps of method 700 is a distinct step. In another embodiment, althoughdepicted as distinct steps in FIG. 7, steps 702-722 may not be distinctsteps. In other embodiments, method 700 may not have all of the abovesteps and/or may have other steps in addition to or instead of thoselisted above. The steps of method 700 may be performed in another order.Subsets of the steps listed above as part of method 700 may be used toform their own method.

Client-Side Method of Searching for Document

FIG. 8 shows a flowchart of an embodiment of a client-side method 800 ofsearching for a document. In step 801, user system 12 sends a request tostart a search for a document. For example, user system 12 may send arequest to view a webpage with entry fields for a search query for adocument. In step 802, user system 12 receives a field for entering asearch term, such as a keyword or keyword combination. In step 804, afield is received by user system 12 for entering a tag. In step 806, afield is received by user system 12 for entering a category. In step808, one or more fields are received by system 12 for entering data forone or more other filters, such as other search fields. Steps 802, 804,806, and 808 may be performed by receiving one webpage having fields forentering the search term, the tag, the category, and the other filters.In step 810, user system 12 sends an entry for the tag to documentmanagement system 301. In step 812, user system 12 sends an entry forthe category to document management system 301. In step 814, user system12 send entries for one or more search terms are sent to documentmanagement system 301. In step 816, user system 12 sends entries for theone or more other filters are sent to document management system 301.Some examples of other filters that may be included as part of step 816are the authors, the workspace, and/or the format. In step 818, searchresults are received at user system 12 from document management system301 based on the information sent in the prior steps of method 800. Inan embodiment, after every entry and/or update to any field that affectsthe search results step 818 is performed again, and new search resultsare presented. In an embodiment, each of the steps of method 800 is adistinct step. In another embodiment, although depicted as distinctsteps in FIG. 8, steps 802-818 may not be distinct steps. In otherembodiments, method 800 may not have all of the above steps and/or mayhave other steps in addition to or instead of those listed above. Thesteps of method 800 may be performed in another order. Subsets of thesteps listed above as part of method 800 may be used to form their ownmethod.

Server-Side Method of Searching for Document

FIG. 9 shows a flowchart of an embodiment of a server-side method ofsearching for a document. In step 901, document management system 301receives a request to start a search for a document. For example,document management system 301 may receive a request to view a webpagethat has fields in which data can be entered for a search query for adocument. In step 902, document management system 301 sends a field forentering a search term, such as a keyword or keyword combination. Instep 904, document management system 301 sends a field to user system 12for entering a tag. In step 906, document management system 301 sends afield to user system 12 for entering a category. In step 908, one ormore fields are sent from document management system 301 (e.g., viasystem 16 of FIG. 1) to user system 12 for entering data for one or moreother filters, such as other search fields. Steps 902, 904, 906, and 908may be performed by sending one webpage having fields for entering thesearch term, the tag, the category, and the other filters. In step 910,document management system 301 receives an entry for a tag from usersystem 12. In step 912, document management system 301 receives at leastone entry for the category from user system 12. In step 914, documentmanagement system 301 receives at least one an entry for the searchterms from user system 12, which may be keywords. In step 916, documentmanagement system 301 receives entries for the one or more other filtersfrom user system 12. In step 918, a query is automatically formulatedbased on the data received at document management system 301. The querymay be a database query. In step 920 results of the query are obtainedas a result of implementing the machine instructions that implement thequery. Step 918 may include determining which documents correspond tothe database keys specified by the query. In step 922, search resultsare sent from document management system 301 to user system 12.

In an embodiment, each of the steps of method 900 is a distinct step. Inanother embodiment, although depicted as distinct steps in FIG. 9, steps902-922 may not be distinct steps. In other embodiments, method 900 maynot have all of the above steps and/or may have other steps in additionto or instead of those listed above. The steps of method 900 may beperformed in another order. Subsets of the steps listed above as part ofmethod 900 may be used to form their own method.

Screen Shots

FIG. 10 shows a homepage 1000 of a website for viewing and updatingshared documents. Homepage 1000 may include home tab 1002, search tab1004, upload tab 1006, subscriptions tab 1008, settings tab 1010, searchbar 1012 having search term field 1014, filter 1016, and search button1018. Homepage 1000 also include workspaces box 1020, my publishedcontent box 1022, recently viewed box 1024, recent activity box 1026, mysubscriptions box 1028, and popular tags box 1030. In other embodiments,homepage 1000 may not have all of the elements listed and/or may haveother elements instead of or in addition to those listed.

Homepage 1000 displays a variety of types of information that a user maywant to monitor and/or interact with. Homepage 1000 may include links toother pages. In an embodiment, homepage 1000 may include a variety ofdocuments that are located in different boxes. Selecting one of thedocuments in one of the boxes causes a webpage to be presented thatshows information about the document. In an embodiment, when the user'scursor hovers over an icon for one of the documents some of theinformation listed in the document webapge may be displayed, such as theauthor and the number of votes received for and/or against the document.

Home tab 1002 is a tab that brings a user to homepage 1000 if the useris not already viewing homepage 1000 and/or refreshes homepage 1000. Inother words, although if the user selects home tab 1002 while viewinghomepage 1000, the page being viewed remains homepage 1000, but may berefreshed. Additionally, home tab 1002 may also be available from otherwebpages, and if home tab 1002 is selected while on another webpage, theuser is brought to homepage 1000. Search tab 1004, when selected, bringsthe user to a webpage that allows the user to select other options thatrelated to performing a search (the webpage associated with search tab1004 is discussed in conjunction with FIG. 11). Upload tab 1006, whenselected, brings the user to a webpage that includes links and/orinstructions for uploading a file to document management storage 302(the webpage associated with upload tab 1006 is discussed in conjunctionwith FIG. 12). Subscription tab 1008 brings the user to a webpage thatallows the user to initiate and/or modify a subscription to documentsupdated and/or published within document management storage 302.Settings tab 1010 brings a user to a webpage that allows a user to setand/or modify settings related to documents, the user's account, and/orother accounts (the webpage associated with settings tab 1010 isdiscussed in conjunction with FIG. 13).

Search bar 1012 includes one or more links and/or fields that allow auser to formulate a search query. As a result of interacting with searchbar 1012, a search may be conducted for documents meeting the searchquery that are stored within document management storage 302. Forexample, search term field 1014 allows a user to enter a combination ofkeywords, which may be used as part of a search query, and filter 1016may allow the user to select from a menu of filters that have alreadybeen associated with document management system 301. Some examples offilters that may be included within filter 1016 are discussed inconjunction with FIG. 12. In an embodiment, if no filter is selected andfilter 1016 is left blank, all search fields, categories, tags, andauthors are searched for the keywords that were entered into search termfield 1014.

Search button 1018, when selected, initiates a search based on a searchquery formulated from the current entries in search term filed 1014 andfilter 1016. After the search has been initiated, document managementsystem 301 switches the webpage presented to user system 12 to thesearch page, and presents results of the search to the user. After thesearch webpage is presented to the user, the user is allowed to refinethe search. The search page is discussed below in conjunction with FIG.11.

Workspaces box 1020 lists work spaces that currently exist. Selectingone of the workspaces causes a list of documents stored in that workspace to be presented to the user. In an embodiment, upon presenting alist of the documents in the workspace selected, the webpage presentedto the user is changed to the search page.

My published content box 1022 lists the documents that the userpublished. Recently viewed box 1024 lists documents that user has viewedrecently. Recent activity box 1026 lists documents containing recentactivity of the user. The information displayed may include whether thedocument was published, how long ago the document was created or addedto document management storage 302, and the date that the document wasreleased to the public, if the document was released, for example. Mysubscriptions box 1028 lists documents to which the user has asubscription. Popular tags box 1030 lists the more popular tags thatwere added and/or associated with various documents. In an embodiment,the tags that are more popular (e.g., the tags that appear in moredocuments) are presented in a larger font. In an embodiment, the morepopular the tab the larger the font.

FIG. 11 shows an example of search page 1100. Search page 1100 mayinclude home tab 1002, search tab 1004, upload tab 1006, subscriptionstab 1008, and settings tab 1010, search bar 1012 having search termfield 1014, filter 1016, and search button 1018. Search page 1100 mayalso include search within field 1102 and filters 1104. Filters 1104 mayinclude file format 1106, authors 1108, tags 1110, workspaces 1112, andcategories 1114. Search page 1100 may also include results box 1120. Inother embodiments, search page 1100 may not have all of the elementslisted and/or may have other elements instead of or in addition to thoselisted.

Home tab 1002, search tab 1004, upload tab 1006, subscriptions tab 1008,and settings tab 1010, search bar 1012 having search term field 1014,filter 1016, and search button 1018 were explained above in conjunctionwith FIG. 10.

Field 1102 allows the user to enter further search terms. In anembodiment, all search fields, categories, tags, and authors aresearched for the keywords that were entered into search term field 1102.However, the search is limited to the documents that resulted from thesearch query formed by words entered into search term field 1014 andfilter 1016, and the search is further limited by the tags, categories,authors, workspaces, or other filters selected by the user. In otherwords, initially, the documents displayed on search page 1100 may be theresults of a search using the search terms in search term field 1014 andthe filters of filter 1016, and the search formed search term field 1102and any other filters, categories, workspaces, authors, or tags the userselects are used to search the results of the search conducted as aresult of entering terms into search term field 1014 and selecting oneof the filters of filter 1016. In an embodiment, if search field term1014 and filter 1016 are blank all of the documents of documentmanagement storage 302 are listed on search page 1100. Upon enteringsearch terms in field 1102 the documents listed on search page 1100 arefurther limited to those documents that have the search terms in searchterm fields 1014 and field 1102 that also are not removed by filter1016. Similarly filters 1104 further limit the documents listed on thesearch page 1100 to those that are not removed by filters 1104. Tags1110 may be used to select the tags to which the search results will belimited. Workspaces 1112 allows the user to specify the workspaces fromwhich the search results will be taken. Categories 1114 allows the userto list the categories from which the search results will be taken from.A search for the terms entered into search term field 1102 may beconducted only within documents that (1) have the tags specified by tags1110, (2) are within the workspaces specified by work spaces 1112,and/or (3) that are also within the categories specified by categories1114. In other embodiments there may be other combinations of types offilters that are used to formulate the search query. Results box 1120displays the search result from the search associated with (e.g.,entered via) search page 1100.

FIG. 12 shows an example of upload page 1200. Upload page 1200 mayinclude home tab 1002, search tab 1004, upload tab 1006, subscriptionstab 1008, and settings tab 1010. Upload load page 1200 may includebrowse box 1202, progress box 1204, and instructions 1206. In otherembodiments, upload page 1200 may not have all of the elements listedand/or may have other elements instead of or in addition to thoselisted.

Upload page 1200 may be used by one of the members of a group havingaccess to the shared documents for uploading a document, which may beadded to document management storage 302 for sharing with the group.Home tab 1002, search tab 1004, upload tab 1006, subscriptions tab 1008,and settings tab 1010 were explained above in conjunction with FIG. 10.Browse box 1202 allows a user to browse for a file to upload. Browse box1202 may be used for locating the document that is to be uploaded.Progress box 1204 displays a list of the documents that are beinguploaded and an indication of how much of the document has beenuploaded. Instructions 1206 lists instruction for uploading a document.

FIG. 13 shows an example of settings page 1300. Settings page 1300 mayinclude home tab 1002, search tab 1004, upload tab 1006, subscriptionstab 1008, and settings tab 1010. Settings page may include user detail1302, notification settings 1304, change password 1306, useradministration 1308, profile administrations 1310, role administration1312, document type administration 1314, and edit box 1316. In otherembodiments, settings page 1300 may not have all of the elements listedand/or may have other elements instead of or in addition to thoselisted.

Home tab 1002, search tab 1004, upload tab 1006, subscriptions tab 1008,and settings tab 1010 were explained above in conjunction with FIG. 10.User details 1302 may allow the users to enter information aboutthemselves, such as their names, e-mail address, company name, jobtitle, time zone, and the language that the user uses on the website.User details 1302 may include information about the user that is usedfor setting up an account and/or managing the user's account.

Notification settings 1304 include settings that relate to the form inwhich the user will be automatically notified of changes to documentsand the frequency with which the user will be notified of changes to thedocument. In an embodiment, the notifications that are associated withnotifications settings 1304 may occur regardless of whether the userdownloaded or opened a version of the document to user system 12.Notification settings 1304 may include a choice of whether to send thenotification via e-mail, and/or a Really Simple Syndication (RSS) feed.Notification settings 1304 may allow a user to choose whether to receivenotification nightly as part of a batch of updates that occurred theprevious day or as the changes occur in the document. Notificationsettings 1304 may allow a user to indicate whether to automaticallysubscribe the user to any document that the user comments upon. Changepassword 1306 may allow a user to change their password.

User administration 1308 includes options that allow an administrator toadd users and/or remove users. For example, user administration 1308 mayinclude a link that causes the sending of an invitation for a potentialuser to become a new user of document management system 301. Useradministration 1308 may include a link that disables a user, enables auser, and/or resets a password of a user. User administration 1308 mayallow an administrator to view a list of users, their e-mail addresses,and/or other information about the users. User administration 1308 mayinclude a field for entering a search string for searching for a user.

Profile administrator 1310 may allow the creation of profiles, removalof profiles, and/or the assignment and/or change of privilegesassociated with a given profile. A profile assigned to a user maydetermine the workspaces that the user can access and a combination ofone or more roles in which the user can access that workspace. Forexample, one profile may allow access to workspace A only as a viewerand to work space B as a commentator. A profile may have a set ofactions that are allowed. For example one profile may allow the creationof roles, while another profile may allow the viewing of roles, but notthe creation of roles. Each profile may have a set of webpages that areviewable by a user having that profile. For example, one profile may notallow a user to view the settings tab, or may render a settings webpagewith fewer options available for modification. A profile may be used fordefining a group of users that have access to a particular set of shareddocuments.

Role administration 1312 allows the administrator to setup and/or editthe roles that are available to be assigned to a user. Roleadministrator 1312 may allow an administrator to change, add and/orremove the privileges that are associated with each role. Roleadministrator 1312 may be capable of adding new roles. Some examples ofsome roles may be viewer, commentator, administrator, and/or applicationexchange user. A given user may be assigned multiple roles. For example,if a user is assigned only the roles of commentator and viewer, then theuser may be allowed to add comments about documents and view documents,but may not have the privileges associated with an administrator orapplication exchange user.

Document type administration 1314 allows the user to edit, add and/orremove the document types that are available for assigning to any givendocument. A document type is a description of a type of document. Adocument that is assigned a document type has one or morecharacteristics that are described by the document type. Some examplesof document types may be competitive information, competitive alert,business operations, industry briefing, marketing campaign, researchpublication, and sales aid. Each document type may have propertiesassociated with that document type. A property is a description of oneor more characteristics that are associated with a document type.Examples of the properties associated with a type may be competitor,approved for client use, and industry. Each property may have a list ofpossible values and the administrator may be able to select whether thatlist is available to choose in a pick list (or other property valuesmenu), whether the value is a required property of the type, and/orwhether the property is available to use as a filter while searching.For example, the document type business operations may have a propertytitled business operations, which in turn may be capable of assuming thevalues of attrition, procurement, credit collections, general, and/ororder management.

FIG. 14 is a screenshot of an embodiment of a document webpage 1400 forviewing details about a document. Document webpage 1400 includes preview1402, author 1404, creation date 1406, revision data 1408, vote 1410,description 1411, tags 1412, workspace 1414, page link 1416,subscription indication 1418, favorites indication 1420, download button1422, revise button 1424, delete button 1426, publish to workspacebutton 1428, comments tab 1430, version tab 1432, subscribers tab 1434and downloads tab 1436. In other embodiments, document webpage 1400 maynot have all of the elements listed and/or may have other elementsinstead of or in addition to those listed.

Document webpage 1400 includes information about a document stored indocument management storage 302. Selecting one of the documents in oneof the boxes of homepage 1000 or search page 1100 causes a documentwebpage 1400 to be rendered and thereby presented. Preview 1402 shows anexcerpt of the document. Author 1404 includes the name or an identifierof the author of the document. Creation date 1406 is the date at whichthe document was created or first uploaded to document management system301. Revision data 1408 may include the name of the last person torevise the document and/or the date of the most recent revision. Vote1410 is an indication of how many people voted for and/or against thedocument. There may also be a link for placing a vote for and/or againstthe document. Description 1411 may include a brief description of thedocument. Tags 1412 are a list of tags that are associated with thedocument. Workspace 1414 is a list of workspaces where the document wasstored. Page link 1416 is a link to the location where the document isstored. Subscription indication 1418 indicates whether the current useris subscribed to the document. Subscription indication 1418 may includea button that initiates and/or terminates a subscription to a document.Favorites indication 1420 indicates whether the current user has thedocument included within the user's list of favorite documents to view,each listing in the favorites list being associated with a link (e.g., ashortcut) to that document. Favorites indication 1420 may include abutton that adds and/or removes the document from being on a list offavorite documents to view. Download button 1422 initiates a download ofthe document from document management system 301 to user system 12.Revise button 1424 initiates a process that allows the user to revisethe document. Delete button 1426 causes the document to be deleted.Publish to workspace 1428 causes the document to be published to aworkspace where other members of the group may view and/or edit thedocument. In step 1428, a document revised via revise button 1424 may beplaced into transitional storage pending approval for publication to theworkspace. Comments tab 1430 brings the user to a webpage that allowsthe user to view comments added by other users and/or add comments aboutthe document. Version tab 1432 brings the user to a webpage that allowsthe user to view other versions (e.g., older versions) of the document.Subscribers tab 1434 brings the user to a page that allows the user toview a list of subscribers.

Method for Using the Environment (FIGS. 1 and 2)

FIG. 15 shows a flowchart of an example of a method 1500 of usingenvironment 10. In step 1510, user system 12 (FIGS. 1 and 2) establishesan account. In step 1512, one more tenant process space 104 (FIG. 2) areinitiated on behalf of user system 12, which may also involve settingaside space in tenant space 112 (FIG. 2) and tenant data 114 (FIG. 2)for user system 12. Step 1512 may also involve modifying applicationmetadata to accommodate user system 12. In step 1514, user system 12uploads data. In step 1516, one or more data objects are added to tenantdata 114 where the uploaded data is stored. In step 1518, methodsassociated with FIGS. 6-14 may be implemented. The user of method 1500may represent an organization that is a tenant of system 16 (FIG. 1),and the users of methods associated with FIGS. 6-14 may only beassociated with the tenant. In an embodiment, each of the steps ofmethod 1500 is a distinct step. In another embodiment, although depictedas distinct steps in FIG. 15, steps 1502-1518 may not be distinct steps.In other embodiments, method 1500 may not have all of the above stepsand/or may have other steps in addition to or instead of those listedabove. The steps of method 1500 may be performed in another order.Subsets of the steps listed above as part of method 1500 may be used toform their own method.

Method for Creating the Environment (FIGS. 1 and 2)

FIG. 16 is a method of making environment 10, in step 1602, user system12 (FIGS. 1 and 2) is assembled, which may include communicativelycoupling one or more processors, one or more memory devices, one or moreinput devices (e.g., one or more mice, keyboards, and/or scanners), oneor more output devices (e.g., one more printers, one or more interfacesto networks, and/or one or more monitors) to one another.

In step 1604, system 16 (FIGS. 1 and 2) is assembled, which may includecommunicatively coupling one or more processors, one or more memorydevices, one or more input devices (e.g., one or more mice, keyboards,and/or scanners), one or more output devices (e.g., one more printers,one or more interfaces to networks, and/or one or more monitors) to oneanother. Additionally assembling system 16 may include installingapplication platform 18, network interface 20, tenant data storage 22,system data storage 24, system data 25, program code 26, process space28, UI 30, API 32, PL/SOQL 34, save routine 36, application setupmechanism 38, applications servers 100 ₁-100 _(N), system process space102, tenant process spaces 104, tenant management process space 110,tenant space 112, tenant data 114, and application metadata 116 (FIG.2).

In step 1606, user system 12 is communicatively coupled to network 14.In step 1608, system 16 is communicatively coupled to network 14allowing user system 12 and system 16 to communicate with one another(FIG. 2). In step 1610, one or more instructions may be installed insystem 16 (e.g., the instructions may be installed on one or moremachine readable media, such as computer readable media, therein) and/orsystem 16 is otherwise configured for performing the steps of methodsassociated with FIGS. 6-14. For example, as part of step 1610, one ormore instructions may be entered into the memory of system 16 forcreating document management storage 302, transferring documents to thedocument management storage, implementing server-side tracker 307,generating and updating IDs 306 a-n, uploading documents, storingdocuments, searching for documents, and/or inviting users to join agroup that is authorized to access the document management storage 302(FIG. 3). In an embodiment, each of the steps of method 1600 is adistinct step. In another embodiment, although depicted as distinctsteps in FIG. 16, steps 1602-1608 may not be distinct steps. In otherembodiments, method 1600 may not have all of the above steps and/or mayhave other steps in addition to or instead of those listed above. Thesteps of method 1600 may be performed in another order. Subsets of thesteps listed above as part of method 1600 may be used to form their ownmethod.

Extensions and Alternatives

In an embodiment, a timestamp of the last time that the document wasaltered may be included in ID 500 instead of, or in addition to, versionnumber 502 and/or hash value 504 (FIG. 5). In an embodiment, only one ofversion number 502 and hash value 504 is included in ID 500. In anembodiment, version number 502 is a value that is incremented every timethat that document is altered. In an embodiment, version number 502 is avalue that is decremented every time that a document is altered.

In an embodiment only the latest approved version of a document isavailable for viewing by users. For example, a first user downloads adocument to their user system. Then a second user updates the documentin the system. System 16 may be configured to route document changesentered by the second user to a workflow, so that document changes canbe approved before being published. While the document in undergoing anapproval workflow (in other words, prior to the changes being approved),if the first user opens the document the first user will not be notifiedof any of the changes made by the second user, because the first user isstill viewing the latest approved document. When the document isapproved, the first user would be notified if the document is opened onthe first user's desktop.

In an embodiment, the downloading of a document from document managementstorage 302 (FIG. 3) to the user's system may entail the following stepson the client side. In one of the steps the user sends a request for acopy of one of documents 304 a-n (FIG. 3). In one of the steps, theuser's system receives a copy of the document (document 406 of FIG. 4).In one of steps the document is stored in a location in memory 400 (FIG.4). In one of the steps client-side tracker 410 (FIG. 4) records thelocation of where document 400 is located, so that client-side tracker410 only needs to monitor the locations to where the documents weredownloaded in order to determine whether one of the documents downloadedfrom document management system 301 (FIG. 3) was opened. In anotherembodiment, upon installation or at another time, the user designates aparticular location where all documents that were downloaded fromdocument management system 301 will be stored, and when downloading adocument from document management system 301, client-side tracker 410ensures that the document is stored in the designated location.Alternatively, client-side tracker 410 tracks the entire user system oris triggered to launch by the opening of document 406 (FIG. 4). In anembodiment, the client-side tracker 410 may include a file browser forbrowsing documents in document management storage 302.

Each embodiment disclosed herein may be used or otherwise combined withany of the other embodiments disclosed. Any element of any embodimentmay be used in any embodiment.

While the invention has been described by way of example and in terms ofthe specific embodiments, it is to be understood that the invention isnot limited to the disclosed embodiments. To the contrary, it isintended to cover various modifications and similar arrangements aswould be apparent to those skilled in the art. Therefore, the scope ofthe appended claims should be accorded the broadest interpretation so asto encompass all such modifications and similar arrangements.

1. A method for storing documents tracked on behalf of a plurality oforganizations, comprising: receiving at a host system, a document tostore on behalf of a first organization from a client machine; receivinga tag from the client machine for storing in association with thedocument; storing in a storage accessible to the host system, thedocument in association with the tag, the document being stored todocument management storage; and associating by the host system, thedocument in the document management storage with a unique identifier;allowing a level of access to the document to be granted to multipleusers that are members of the first organization, the level of accessallowing a plurality of users to at least edit the document, and storethe document that was edited on the host system as a master copy of thedocument; wherein the document stored in the document management storageand copies of the document are tracked using a portion of a databaselimited to information of the first organization; associating by thehost system, the document with one or more of a plurality of documenttypes chosen from a list of document types, each of the document typesincluding one or more properties associated with a list of properties,each property describing one or more characteristics associated with thedocument type that is associated with the document; and receiving valuesfor one or more search fields, the one or more search fields beingdifferent from the tag, the document types, and the properties; and theone or more search fields including at least a field for an author ofthe original document, a name of a workspace, and a document format. 2.The method of claim 1, further comprising: applying by the host system,a hash function to the document, therein generating a hash value, andincluding the hash value within the unique identifier, regardless of thedocument's author.
 3. The method of claim 2, the applying of the hashfunction and the including of the hash value in the unique identifierare performed in association with the storing of the document in thedocument management storage.
 4. The method of claim 2, the documentbeing a document of a user that is a member of the first organization,the method further comprising: determining whether the document haschanged by at least determining whether the hash value of the documenthas changed.
 5. The method of claim 2, further comprising each time thedocument is updated the hash value of the document is recalculated. 6.The method of 2, further comprising automatically computing the hashvalue for each document uploaded to the document management storage. 7.The method of claim 1, further comprising allowing the user to freelychoose a name of the document, the name of the file not requiringsegmentation.
 8. The method of claim 1, wherein the unique identifier isassociated with a name or a file identifier of the document using a lookup table.
 9. The method of claim 1, further comprising: receiving acategory and storing the document in association with the category. 10.The method of claim 1, further comprising: sending a request for a valuefor the tag.
 11. The method of claim 1, further comprising: enteringvalues for one or more search fields, the one or more search fieldsbeing different from the tag.
 12. The method of claim 11, the one ormore search fields include a field for an author of the document. 13.The method of claim 11, the one or more fields include a name of aworkspace.
 14. The method of claim 11, the one or more fields includinga document format.
 15. The method of claim 1, further comprising:associating the document with one or more of a plurality of documenttypes chosen from a list of document types, each document typedescribing one or more characteristics associated with the document. 16.The method of claim 15, each of the document types including one or moreproperties associated with a list of properties, each propertydescribing one or more characteristics associated with the document typethat is associated with the document.
 17. The method of claim 15,wherein the document types can be created and defined by the user. 18.The method of claim 15, wherein the document types include at leastcompetitive information, competitive alert, business operations,industry briefing, marketing campaign, research publication, and salesaid.
 19. The method of claim 15, wherein a list of properties is storedin association with a document type, each property of the list ofproperties being a description of one or more characteristics associatedwith a particular document type.
 20. The method of claim 19, wherein theproperties include at least competitor, approved for client use, andindustry.
 21. The method of claim 1, wherein the database is amulti-tenant database, the organization exists independently of thedatabase, the organization existed prior to becoming a tenant, and theorganization is allowed to store within the portion of the documentmanagement storage, multiple documents that are each tracked and thatmay each be edited by multiple members of the organization; and theorganization is one of multiple tenants of the multi-tenant database.22. The method of claim 1, wherein the database is an on-demandmulti-tenant database.
 23. The method of claim 22, the firstorganization being one of a plurality of organizations that are tenantsof the multi-tenant database, the portion of the database that islimited to information of the first organization, is one of a pluralityof portions of the database, each of the plurality of portions of thedatabase being limited to storing information for a different one of theplurality of organizations.
 24. The method claim 1, the portion of thedatabase that is limited to the first organization includes one or moreworkspaces; the storing of the of document in the document managementstorage includes publishing the document in a workspace selected fromthe one or more workspaces; and a given user must be have access to theworkspace in which the document is published to have access to thedocument.
 25. The method of claim 1, wherein the tag is not part of theunique identifier.
 26. The method of claim 1, wherein the user of theclient machine is presented with a popular tags box that lists one ormore tags that have been previously associated with various priordocuments stored in the document management storage.
 27. The method ofclaim 26, wherein the font size for each of the one or more tags listedin the popular tags box is proportional to a prior frequency of use ofthe one or more tags.
 28. A method for storing documents tracked onbehalf of a plurality of organizations, comprising: receiving at a hostsystem, a document to store on behalf of a first organization from aclient machine; sending to the user an interface for creating a tag, thetag is not required to be a particular format; receiving the tag fromthe client machine for storing in association with the document; storingin a storage accessible to the host system, the document in associationwith the tag, the document being stored to document management storage;and associating by the host system, the document in the documentmanagement storage with a unique identifier; wherein the document storedin the document management storage and copies of the document aretracked using a portion of a database limited to information of thefirst organization; the method further comprising storing the tag as avalue for a key that in the database is associated with a location ofthe document; associating by the host system, the document with one ormore of a plurality of document types chosen from a list of documenttypes, each of the document types including one or more propertiesassociated with a list of properties, each property describing one ormore characteristics associated with the document type that isassociated with the document; and receiving values for one or moresearch fields, the one or more search fields being different from thetag, the document types, and the properties; and the one or more searchfields including at least a field for an author of the originaldocument, a name of a workspace, and a document format.
 29. A method forstoring documents tracked on behalf of a plurality of organizations,comprising: receiving at a host system, a document to store on behalf ofa first organization from a client machine; receiving a tag from theclient machine for storing in association with the document; storing ina storage accessible to the host system, the document in associationwith the tag, the document being stored to document management storage;and associating by the host system, the document in the documentmanagement storage with a unique identifier; wherein the document storedin the document management storage and copies of the document aretracked using a portion of a database limited to information of thefirst organization; allowing a group of users access to the document,multiple users from the group being allowed to edit the document, eachuser being associated with a profile and allowing each profile tospecify more than one role, each role being associated with a set of oneor more access privileges; associating by the host system, the documentwith one or more of a plurality of document types chosen from a list ofdocument types, each of the document types including one or moreproperties associated with a list of properties, each propertydescribing one or more characteristics associated with the document typethat is associated with the document; and receiving values for one ormore search fields, the one or more search fields being different fromthe tag, the document types, and the properties; and the one or moresearch fields including at least a field for an author of the originaldocument, a name of a workspace, and a document format.
 30. A method forstoring documents tracked on behalf of a plurality of organizations,comprising: receiving at a host system, a document to store on behalf ofa first organization from a client machine; receiving a tag from theclient machine for storing in association with the document; storing ina storage accessible to the host system, the document in associationwith the tag, the document being stored to document management storage;and associating by the host system, the document in the documentmanagement storage with a unique identifier; wherein the document storedin the document management storage and copies of the document aretracked using a portion of a database limited to information of thefirst organization; the method further comprising: applying a hashfunction to the original document, therein generating a hash value;including the hash value within the unique identifier; allowing a groupof users access to the document, multiple users from the group beingallowed to edit the document, each user being associated with a profileand allowing each profile to specify more than one role, each role beingassociated with a set of one or more access privileges; receiving acategory; receiving a document type; receiving values for one or moresearch fields, the one or more search fields being different than thecategory, the tag, and the document type; storing the document inassociation with the category and the document type, the tag beingstored as a value for a key in the database that is associated with alocation of the document, and the category being stored as a value of akey in the database that is associated with the location of thedocument; associating by the host system, the document with one or moreof a plurality of document types chosen from a list of document types,each document type describing one or more characteristics associatedwith the document, each of the document types including one or moreproperties associated with a list of properties, each propertydescribing one or more characteristics associated with the document typethat is associated with the document; and entering values for one ormore search fields, the one or more search fields being different fromthe tag, the document types, and the properties; and the one more searchfields including at least a field for an author of the originaldocument, a name of a workspace, and a document format.
 31. A method forsearching documents tracked on behalf of a plurality of organizations,comprising: receiving at a host system, a search query for a documentstored on behalf of a first organization from a client machine, thedocument being stored in a storage accessible to the host system, thedocument stored in the document management storage in association with aunique identifier and a tag, the unique identifier enabling a trackingof the document and of other versions of the document using a portion ofa database limited to information of the first organization, the searchquery not including the unique identifier; receiving the tag as part ofthe search query; performing a search based on the search query by atleast limiting the search to documents that have the tag; returningresults of the search; and the host system storing one or more machineinstructions, which when implemented cause the host system to perform atleast an allowing of a level of access to the document to be granted tomultiple users that are members of the first organization, the level ofaccess allowing a plurality of users to at least edit the document, andstore the document that was edited on the host system as a master copyof the document; associating by the host system, the document with oneor more of a plurality of document types chosen from a list of documenttypes, each of the document types including one or more propertiesassociated with a list of properties, each property describing one ormore characteristics associated with the document type that isassociated with the document; and receiving values for one or moresearch fields, the one or more search fields being different from thetag, the document types, and the properties; and the one or more searchfields including at least a field for an author of the originaldocument, a name of a workspace, and a document format.
 32. The methodof claim 31, the unique identifier including a hash value that resultsfrom applying a hash function to the document.
 33. The method of claim31, further comprising: receiving a category as part of the searchquery.
 34. The method of claim 31, further comprising: storingidentifying database records having the tag as a value of a keyassociated with database records.
 35. The method of claim 31, furthercomprising receiving values for one or more search fields the one ormore search fields being different from the tag.
 36. The method of claim31, the document being associated with one or more of a plurality ofdocument types chosen from a list of document types, each document typedescribing one or more characteristics associated with the document, themethod further comprising receiving a property as part of the searchquery.
 37. The method of claim 31, the document being associated withone or more of a plurality of document types chosen from a list ofdocument types, each document type describing one or morecharacteristics associated with the document, the method furthercomprising: receiving a category as part of the search query; receivinga property as part of the search query; receiving values for one or moresearch fields, the one or more search fields being different from thetag, the property, and the category; identifying database records havingthe tag as a value of a key and the category as a value of another key;and searching for the document based on the database records identifiedand the search query.
 38. A computer readable medium storing thereon oneor more instructions, which when implemented causes a processor toimplement a method for storing documents tracked on behalf of aplurality of organizations, the method comprising: receiving at a hostsystem, a document to store on behalf of a first organization from aclient machine; receiving a tag for storing in association with thedocument from the client machine; storing in a storage accessible to thehost system, the document in association with the tag, the copy of thedocument being stored to document management storage; and associating bythe host system, the document and a copy of the document in the documentmanagement storage with a unique identifier; allowing a level of accessto the document to be granted to multiple users that are members of thefirst organization, the level of access allowing a plurality of users toat least edit the document, and store the document that was edited onthe host system as a master copy of the document; wherein the uniqueidentifier assigned to the document stored in the document managementstorage is tracked using a portion of a database limited to informationof the first organization; associating by the host system, the documentwith one or more of a plurality of document types chosen from a list ofdocument types, each of the document types including one or moreproperties associated with a list of properties, each propertydescribing one or more characteristics associated with the document typethat is associated with the document; and receiving values for one ormore search fields, the one or more search fields being different fromthe tag, the document types, and the properties; and the one or moresearch fields including at least a field for an author of the originaldocument, a name of a workspace, and a document format.
 39. The computerreadable medium of claim 38, the method further comprising: applying bythe host system, a hash function to the document, therein generating ahash value, and including the hash value within the unique identifier.40. The computer readable medium of claim 39, the applying of the hashfunction and the including of the hash value in the unique identifierare performed in association with the storing of the document in thedocument management storage.
 41. The computer readable medium of claim38, the method further comprising: receiving a category and storing thedocument in association with the category.
 42. The computer readablemedium of claim 38, the method further comprising sending a request fora value for the tag.
 43. The computer readable medium of claim 38, themethod further comprising storing the tag as a value for a key that inthe database is associated with a location of the document.
 44. Thecomputer readable medium of claim 38, the method further comprisingentering values for one or more search fields, the one or more searchfields being different from the tag.
 45. The computer readable medium ofclaim 44, the one or more search fields including a field for an authorof the document.
 46. The computer readable medium of claim 44, the oneor more fields including a name of a workspace.
 47. The computerreadable medium of claim 44, the one or more fields including a documentformat.
 48. The computer readable medium of claim 38, the method furthercomprising: allowing a group of users access to the document, multipleusers from the group being allowed to edit the document, each user beingassociated with a profile and allowing each profile to specify more thanone role, each role being associated with a set of one or more accessprivileges.
 49. The computer readable medium of claim 38, the methodfurther comprising associating the document with one or more of aplurality of document types chosen from a list of document types, eachdocument type describing one or more characteristics associated with thedocument.
 50. The computer readable medium of claim 49, each of thedocument types including one or more properties associated with a listof properties, each property describing one or more characteristicsassociated with the document type that is associated with the document.51. A computer readable medium storing thereon one or more instructions,which when implemented causes a processor to implement a method forstoring documents tracked on behalf of a plurality of organizations, themethod comprising: receiving at a host system, a document to store onbehalf of a first organization from a client machine; receiving a tagfor storing in association with the document from the client machine;storing in a storage accessible to the host system, the document inassociation with the tag, the copy of the document being stored todocument management storage; and associating by the host system, thedocument and a copy of the document in the document management storagewith a unique identifier; allowing a level of access to the document tobe granted to multiple users that are members of the first organization,the level of access allowing a plurality of users to at least edit thedocument, and store the document that was edited on the host system as amaster copy of the document; wherein the unique identifier assigned tothe document stored in the document management storage is tracked usinga portion of a database limited to information of the firstorganization, applying a hash function to the document, thereingenerating in a hash value; including the hash value within the uniqueidentifier; allowing a group of users access to the document, multipleusers from the group being allowed to edit the document, each user beingassociated with a profile and allowing each profile to specify more thanone role, each role being associated with a set of one or more accessprivileges, sending a request for a value for the tag; receiving acategory; receiving a document type; receiving values for one or moresearch fields, the one or more search fields being different than thecategory, tag and the document type; storing the document in associationwith the category and the document type, the tag being stored as a valuefor a key in the database that is associated with a location of thedocument, and the category being stored as a value of a key in thedatabase that is associated with the location of the document; andassociating the document with one or more of plurality of document typeschosen from a list of document types, each document type describing oneor more characteristics associated with the document, each of thedocument types including one or more properties associated with a listof properties, each property describing one or more characteristicsassociated with the document type that is associated with the document;and entering values for one or more search fields, the one or moresearch fields being different from the tag, the document types, and theproperties; and the one more search fields including at least a fieldfor an author of the document, a name of a workspace, and a documentformat.
 52. A computer readable medium storing thereon one or moreinstructions, which when implemented causes a processor to implement amethod for searching documents tracked on behalf of a plurality oforganizations, the method comprising: receiving at a host system, asearch query for a document stored on behalf of a first organization,the document being stored in a storage accessible to the host system,the document stored in the document management storage in associationwith a unique identifier and a tag, the unique identifier enabling atracking of the document and a version of the document using a portionof a database limited to information of the first organization, thesearch query not including the unique identifier; receiving the tag aspart of the search query; performing a search based on the search queryby at least limiting the search to documents that have the tag;returning results of the search; and the host system storing one or moremachine instructions, which when implemented cause the host system toperform at least an allowing of a level of access to the document to begranted to multiple users that are members of the first organization,the level of access allowing a plurality of users to at least edit thedocument, and store the document that was edited on the host system as amaster copy of the document; associating by the host system, thedocument with one or more of a plurality of document types chosen from alist of document types, each of the document types including one or moreproperties associated with a list of properties, each propertydescribing one or more characteristics associated with the document typethat is associated with the document; and receiving values for one ormore search fields, the one or more search fields being different fromthe tag, the document types, and the properties; and the one or moresearch fields including at least a field for an author of the originaldocument, a name of a workspace, and a document format.
 53. The computerreadable medium of claim 52, the unique identifier including a hashvalue that results from applying a hash function to the document. 54.The computer readable medium of claim 52, the method further comprising:receiving a category as part of the search query.
 55. The computerreadable medium of claim 52, the method further comprising: identifyingdatabase records having the tag as a value of a key associated with thedatabase records.
 56. The computer readable medium of claim 52, furthercomprising: receiving values for one or more search fields, the one ormore search fields being different from the tag.
 57. The computerreadable medium of claim 52, the document being associated with one ormore of a plurality of document types chosen from a list of documenttypes, each document type describing one or more characteristicsassociated with the document, the method further comprising receiving aproperty as part of the search query.
 58. The computer readable mediumof claim 52, the document being associated with one or more of aplurality of document types chosen from a list of document types, eachdocument type describing one or more characteristics associated with thedocument, the method further comprising: receiving a category as part ofthe search query; receiving a property as part of the search query;receiving values for one or more search fields, the one or more searchfields being different from the tag, the property, and the category;identifying database records having the tag as a value of a key and thecategory as a value of another key; and searching for the copy of thedocument based on the database records identified and the search query.59. A system for storing documents tracked on behalf of a plurality oforganizations, the system comprising: a host system having a processorsystem, volatile memory, and non-volatile memory; the non-volatilememory including at least one machine readable medium carrying one ormore sequences of instructions which when implemented causes theprocessor system to implement a method comprising: receiving at a hostsystem, a document to store on behalf of a first organization; receivinga tag for storing in association with the document from a clientmachine; storing in a storage accessible to the host system, thedocument in association with the tag, the document being stored todocument management storage; and associating by the host system, thedocument in the document management storage with a unique identifier;the host system storing one or more machine instructions, which whenimplemented cause the host system to perform at least an allowing of alevel of access to the document to be granted to multiple users that aremembers of the first organization, the level of access allowing aplurality of users to at least edit the document, and store the documentthat was edited on the host system as a master copy of the document;wherein the document stored in the document management storage andcopies of the document are tracked using a portion of a database limitedto information of the first organization; associating by the hostsystem, the document with one or more of a plurality of document typeschosen from a list of document types, each of the document typesincluding one or more properties associated with a list of properties,each property describing one or more characteristics associated with thedocument type that is associated with the document; and receiving valuesfor one or more search fields, the one or more search fields beingdifferent from the tag, the document types, and the properties; and theone or more search fields including at least a field for an author ofthe original document, a name of a workspace, and a document format. 60.The system of claim 59, the method further comprising: applying a hashfunction to the document, therein generating a hash value, and includingthe hash value within the unique identifier.
 61. The system of claim 60,the applying of the hash function and the including of the hash value inthe unique identifier are performed in association with the storing ofthe document in the document management storage.
 62. The system of claim59, the method further comprising: receiving a category and storing thedocument in association with the category.
 63. The system of claim 59,the method further comprising: sending from the host system a requestfor a value for the tag.
 64. The system of claim 59, the method furthercomprising: storing the tag as a value for a key that in the database isassociated with a location of the document.
 65. The system of claim 59,the method further comprising: entering values for one or more searchfields, the one or more search fields being different from the tag. 66.The system of claim 65, the one or more search fields include a fieldfor an author of the document.
 67. The system of claim 65, the one ormore fields include a name of a workspace.
 68. The system of claim 65,the one or more search fields include a search field for a documentformat.
 69. The system of claim 59, the method further comprising:allowing a group of users access to the document, multiple users fromthe group being allowed to edit the document, each user being associatedwith a profile and allowing each profile to specify more than one role,each role being associated with a set of one or more access privileges.70. The system of claim 59, the method further comprising: associatingthe document with one or more of a plurality of document types chosenfrom a list of document types, each document type describing one or morecharacteristics associated with the document.
 71. The system of claim70, each of the document types including one or more propertiesassociated with a list of properties, each property describing one ormore characteristics associated with the document type that isassociated with the document.
 72. A system for storing documents trackedon behalf of a plurality of organizations, the system comprising: a hostsystem having a processor system, volatile memory, and non-volatilememory; the non-volatile memory including at least one machine readablemedium carrying one or more sequences of instructions which whenimplemented causes the processor system to implement a methodcomprising: receiving at a host system, a document to store on behalf ofa first organization; receiving a tag for storing in association withthe document from a client machine; storing in a storage accessible tothe host system, the document in association with the tag, the documentbeing stored to document management storage; and associating by the hostsystem, the document in the document management storage with a uniqueidentifier; the host system storing one or more machine instructions,which when implemented cause the host system to perform at least anallowing of a level of access to the document to be granted to multipleusers that are members of the first organization, the level of accessallowing a plurality of users to at least edit the document, and storethe document that was edited on the host system as a master copy of thedocument; wherein the document stored in the document management storageand copies of the document are tracked using a portion of a databaselimited to information of the first organization, the method furthercomprising: applying a hash function to the document, therein generatinga hash value; including the hash value within the unique identifier;allowing a group of users access to the document, multiple users fromthe group being allowed to edit the document, each user being associatedwith a profile and allowing each profile to specify more than one role,each role being associated with a set of one or more access privileges;receiving a category; receiving a document type; receiving values forone or more search fields, the one or more search fields being differentthan the category, the tag, and the document type; storing the documentin association with the category and the document type, the tag beingstored as a value for a key in the database that is associated with alocation of the document, and the category being stored as a value of akey in the database that is associated with the location of thedocument; associating the document with one or more of a plurality ofdocument types chosen from a list of document types, each document typedescribing one or more characteristics associated with the document,each of the document types including one or more properties associatedwith a list of properties, each property describing one or morecharacteristics associated with the document type that is associatedwith the document; and entering values for one or more search fields,the one or more search fields being different from the tag, the documenttypes, and the properties; and the one more search fields including atleast a field for an author of the document, a name of a workspace, anda document format.
 73. A system for storing documents tracked on behalfof a plurality of organizations, the system comprising: a host systemhaving a processor system, volatile memory, and non-volatile memory; thenon-volatile memory including at least one machine readable mediumcarrying one or more sequences of instructions for which whenimplemented causes the processor system to implement a methodcomprising: receiving at a host system, a search query for a documentstored on behalf of a first organization from a client machine, thedocument being stored in a storage accessible to the host system, thedocument stored in the document management storage in association with aunique identifier and a tag, the unique identifier enabling a trackingof the document and of other versions of the document using a portion ofa database limited to information of the first organization, the searchquery not including the unique identifier; receiving the tag as part ofthe search query; performing a search based on the search query by atleast limiting the search to documents that have the tag; returning bythe host system, results of the search; and the host system storing oneor more machine instructions, which when implemented cause the hostsystem to perform at least an allowing of a level of access to thedocument to be granted to multiple users that are members of the firstorganization, the level of access allowing a plurality of users to atleast edit the document, and store the document that was edited on thehost system as a master copy of the document; associating by the hostsystem, the document with one or more of a plurality of document typeschosen from a list of document types, each of the document typesincluding one or more properties associated with a list of properties,each property describing one or more characteristics associated with thedocument type that is associated with the document; and receiving valuesfor one or more search fields, the one or more search fields beingdifferent from the tag, the document types, and the properties; and theone or more search fields including at least a field for an author ofthe original document, a name of a workspace, and a document format. 74.The system of claim 73, the unique identifier including a hash valuethat results from applying a hash function to the document.
 75. Thesystem of claim 73, the method further comprising: receiving a categoryas part of the search query.
 76. The system of claim 73, the methodfurther comprising: storing identifying database records having the tagas a value of a key associated with database records.
 77. The system ofclaim 73, the method further comprising: receiving values for one ormore search fields, the one or more search fields being different fromthe tag.
 78. The system of claim 73, the document being associated withone or more of a plurality of document types chosen from a list ofdocument types, each document type describing one or morecharacteristics associated with the document, the method furthercomprising receiving a property as part of the search query.
 79. Thesystem of claim 73, the document being associated with one or more of aplurality of document types chosen from a list of document types, eachdocument type describing one or more characteristics associated with thedocument, the method further comprising: receiving a category as part ofthe search query; receiving a property as part of the search query;receiving values for one or more search fields, the one or more searchfields being different from the tag, the property, and the category;identifying database records having the tag as a value of a key and thecategory as a value of another key; and searching for the document basedon the database records identified and the search query.